Recruitment Specialist, Clinical Research

Based in Waterloo, Ontario, Probity Medical Research (PMR) is a Canadian organization supporting the advancement of clinical research by partnering with research sites, pharmaceutical companies, and contract research organizations. Through our specialized administrative services, we help clinical research teams deliver studies that contribute to the development of new treatments and therapies.

At PMR, employees have the opportunity to contribute to meaningful work while developing specialized knowledge within the clinical research industry. Our teams collaborate across departments and with external partners, providing employees with exposure to a variety of projects, stakeholders, and opportunities to expand their skills.

As a growing organization, we value individuals who are eager to learn, contribute ideas, and help improve the way we work. We are committed to creating a supportive and inclusive workplace where employees can build their expertise, take ownership of their work, and grow alongside the organization.

PMR is an equal opportunity employer committed to providing a respectful and inclusive workplace. We offer a benefits program and an opportunity to build specialized experience within the clinical research industry while contributing to the continued success and growth of our organization.

As a Recruitment Specialist at Probity Medical Research, the successful candidate will be responsible for pre-screening potential candidates for clinical trials at PMR-affiliated sites.

The role involves responding to candidates in a timely manner, assessing eligibility through phone- and email-based screenings, and maintaining accurate and detailed records. The Recruitment Specialist will create and follow pre-screening guides, protect patient confidentiality, and work closely with the Advertising Team and PMR-affiliated sites to monitor and track conversion metrics and support recruitment efforts.

The Recruitment Specialist will review candidate information, identify potentially eligible candidates, provide trial information, and answer related questions to help candidates make informed decisions about participating in clinical research.

The successful candidate will follow applicable medical, ethical, and regulatory guidelines and policies and ensure all candidate interactions are professional, respectful, attentive, and compassionate.

We thank all applicants for their interest; however, only those selected for further consideration will be contacted.

Job Responsibilities

Screening & Assessment
• Conduct phone pre-screenings of clinical trial candidates based on pre-defined inclusion/exclusion criteria.
• Develop and implement standardized questionnaires to collect medical history, symptoms, and relevant candidate data.
• Provide general information about the clinical trial to candidates and address initial inquiries.
• Identify common reasons for ineligibility and provide feedback to the Team Lead for refining advertising tactics and recruitment strategies.

Coordination & Communication
• Coordinate with Advertising team members and Team Lead to prioritize clinical trial recruitment assessments based on instructions from the Team Lead.
• Familiarize with active and upcoming recruitment campaigns
• Communicate with clinical research site staff to verify and confirm scheduled appointments and outcome determinations where appropriate.
• Report daily/weekly screening outcomes to the designated Advertising Team members.

Process Improvement & Compliance
• Work on enhancing the pre-screening process to reduce process timelines and refine accuracy of pre-screening and advertising materials
• Report observed campaign / website errors or issues to designated Advertising Team members.
• Maintain accurate and detailed records of pre-screening calls, responses, and eligibility determinations.
• Ensure compliance with Good Clinical Practice (GCP) guidelines and privacy regulations (e.g., HIPAA, GDPR) requirements.
• Other duties as assigned

Skills
• Flexibility with changing priorities.
• Strong computer skills with MS Office.
• Strong verbal communication and active listening skills.
• Ability to follow protocols and screening guidelines accurately.
• Proficiency in using electronic data capture (EDC) systems, clinical trial management software, CRMs or Excel.
• Attention to detail and strong documentation skills.
• Ability to handle confidential patient information with discretion.
• Problem-solving skills and adaptability to evolving trial requirements.

Qualifications & Requirements
• A college diploma in healthcare, life sciences, or a related field is preferred.
• Minimum 1 year experience in a healthcare or research customer facing role is required.
• Minimum 1 year experience creating qualification assessments and tracking call center metrics is required.
• Demonstrates reliability and integrity by following organizational and professional standards.
• Applies logical problem solving, utilizing all the information available to arrive at an appropriate solution or outcome.
• Understands when to seek assistance and involve management.
• Respects contributions of all team members, demonstrates cooperation and supports team decisions.
• Work independently and co-operatively as a member of a team.

Working Conditions
• Exposure to distractions and interruptions
• Sitting for extended periods of time is required.
• Manual dexterity is required to use a computer and peripherals.

9:00AM - 5:00PM Monday through Friday
40 hours per week